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| Overview |
| WORKING TITLE
Administration Coordinator
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PERCENT OF FULL
100
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DEPARTMENT/PROJECT OVERVIEW
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POSITION
OVERVIEW
Provide administrative and clerical support to the aquarium’s
administration area. Assist with special events operations and
with internal events for members, donors, volunteers, staff, and
visitors. Meet with vendors, clients, facilities supervisor and
other UC departments to ensure facility rental and event
logistics run according to plans. Provide administrative support
for the special events unit and assist with the technical
services for events. Provide backup accounting and bookkeeping
functions for the aquarium and special events units. Provide
principle investigators (PI) with grant writing support.
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SPECIAL
CONDITIONS OF EMPLOYMENT
Must be able to work weekend, holidays, and evenings as required.
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EMPLOYEES
DIRECTLY SUPERVISED: Name, Payroll Title, Job Description #,
Status (career, casual, student), %Time
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EMPLOYEES
SUPERVISED THROUGH OTHERS: Name, Payroll Title
|
| For use only by
Department HR Contact |
| IS BACKGROUND
CHECK REQUIREDNo
|
IS C.O.I.
DISCLOSURE REQUIRED
No
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| IS PRE-PLACEMENT
PHYSICAL REQUIREDNo
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(Dept only)
REQUESTED HEERA
All Others, not Confidential
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(Central HR
only) APPROVED HEERA
All Others, not Confidential
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FUNCTIONS WITH CORRESPONDING TASKS |
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FUNCTION
NAME
(1.) Administrative Office Support
Functions |
%TIME
35% |
ESSENTIAL
True |
TASKS
Answer multiple phone lines, route calls and
dispense information. Provide information on
the aquarium, such as directions and
admission prices. Answer a variety of
inquiries about Birch Aquarium, SIO and
UCSD.
Greet and direct visitors to aquarium
administration. Route unexpected visitors as
appropriate.
Sort department mail. Open each piece of
mail and log into the database any checks
that are received. Examine any mail not
routed to a specific individual and respond
or route as appropriate.
Photocopying, faxing and other miscellaneous
office duties.
Update the aquarium's computerized calendar
system.
Troubleshoot, order supplies, and place
service calls for aquarium’s printers, fax
machines and copiers.
Update the aquarium's computerized
conference room calendar & reservation
system.
Recreate printed forms on computer using
Macintosh programs including Word, Excel,
and Filemaker Pro.
Maintain filing system for printed UC/BAS
forms ensuring supply and accessibility for
all staff.
Attend weekly operations meetings and record
minutes; write up the minutes for approval
by the Director of Operations; distribute
the minutes electronically to all staff.
Attend the bi-weekly Director's Council
meetings and record minutes; write up the
minutes for approval by the Executive
Director; distribute the minutes
electronically to the members of the
Director's Council.
Maintain office supplies for administration,
and place orders as needed.
Direct the set-up of meetings in the
aquarium's conference room;
arranging/coordinating for refreshments, A/V
equipment and meeting materials, and
cleaning up after the event, as required.
Distribute payroll checks from mail and log
in action.
Maintain several aquarium lists and
information sheets, including staff
telephone and email lists, emergency contact
list, and distribute or make electronically
available to staff.
Provide administrative support for the
aquarium's development department.
Fill charitable organizations requests for
donation tickets. Date and log tickets;
prepare response letters; mail. Maintain
records. |
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|
FUNCTION
NAME
(2.) Special Events Operations |
%TIME
25% |
ESSENTIAL
True |
TASKS
Assist with the Operations of the aquarium's
special events program; facilitating client
requests, and overseeing the event set-up.
Ensure the facility is prepared for evening
events. Meet with venders (caterers,
florists, musicians, etc.) upon arrival;
advise of set-up locations. Direct the
placement of equipment and vehicles to
ensure that fire codes and BAS rules and
regulations are enforced.
Contact clients to define event logistics.
Prepare work requests for additional
staffing (i.e. parking attendants, A/V
technicians, docents, divers, bookshop
staff, etc.) and route to appropriate
departments; follow-up to ensure that all
requests are approved and duties assigned.
Schedule facility walk-through if necessary,
to finalize event logistics.
Work with aquarium facilities to ensure that
the facility is clean and presentable. Refer
serious problems to Facilities Supervisor or
Director of Special Events. Place all
appropriate signage prior to guests'
arrival. Set up and test A/V equipment.
Coordinate the clients' special requests
such as banners, signs and A/V equipment.
Monitor facility use by outside venders and
guests. Enforce internal regulations and
fire code requirements. Direct evacuations
and implement emergence procedures during
the event hours.
Act as a representative and host of the
aquarium to clients and their guests,
maintaining customer service, while keeping
corporate partnerships and development needs
in mind. Notify aquarium management of donor
prospects.
Assist with the aquarium’s technical
services audio/visual, Internet-wireless,
and lighting. Ensure aquarium systems meet
the client's needs by providing feedback to
the Director of Special Events about
client’s requests. Make sure equipment is
properly maintained and stored. Train
aquarium staff in equipment use.
Endure that all Alcohol and Beverage Control
Department (ABC) rules and regulations are
followed and in compliance with the UCSD
policies and procedures.
Answer questions and advise potential client
of restrictions and limitations, and provide
an orientation tour to prospective clients
and industry personnel.
Assist with the planning and execution of
aquarium and SIO internal events for
members, donors, volunteers, staff and
visitors. |
|
|
FUNCTION
NAME
(3.) Administrative Support for Special
Events |
%TIME
15% |
ESSENTIAL
True |
TASKS
Prepare monthly special events schedule for
distribution to aquarium departments and
other appropriate staff members.
Maintain the client/event filing system and
automated database of records. Ensure that
each special event file is complete before
each event; verify that the rental
agreement, certificates of insurance, and
other required legal documents have been
received from the client, caterer, the ABC
and others.
With direction from the Director of Special
Events, work with the aquarium's webmaster
and the aquarium's marketing department to
ensure the special events portion of the
Aquarium's Webster is maintained with
accurate and current information.
Maintain and distribute all promotional
materials for the special events unit.
Track requests made to the ABC for alcohol
permits. Reinforce all ABC regulations to
ensure that the aquarium is in compliance.
Prepare initiating documents authorizing
proper permitting with the ABC.
Respond to client inquiries via the
telephone, e-mail, regular mail and drop-in
client visits. |
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|
FUNCTION
NAME
(4.) Special Events Sales Function |
%TIME
10% |
ESSENTIAL
True |
TASKS
Maintain and update client sales-prospect
list.
Provide feedback to the Director of Special
Events on “special” client requests,
audio/visual needs, and extra/different
set-up requirements that will assist the
department with development of new event
options, sales strategies, and client
retention.
Attend and work, with the Director of
Special Events, two trade shows per year.
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FUNCTION
NAME
(5.) Accounting & Bookkeeping |
%TIME
10% |
ESSENTIAL
True |
TASKS
Receive and record payments by check and
credit card, and complete recharge forms for
UCSD and SIO events. Document event sales in
the internal monthly recap spreadsheet
document.
Finalize event sale by entering client
information in database. Use database to
generate confirmation letter and statement
of account.
Reconcile accounts after event; send
finalized statement of account billing for
balance due.
Prepare the accounts receivable report, and
verify status of client accounts.
Update the aquarium's trade account with its
various caterers. Obtain client-billing
records to verify correct trade percentage
due the Aquarium.
Prepare financial reports, ensuring
compliance with all university policies and
procedures.
Generate revenue reports and monthly sales
spreadsheets. |
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|
FUNCTION
NAME
(6.) Support Aquarium's Grant-Writing
Function |
%TIME
5% |
ESSENTIAL
True |
TASKS
Maintain updated generic aquarium
information files that will support the
development of new grant applications.
Work closely with the applicable principal
investigator (PI) in the actual entering of
information in the electronic application
template.
Provide proofreading for basic grammar and
punctuation, and work with the PI in editing
the more specialized content of the
material.
Execute the transmission of the application
via its required form: electronic
submission, hard-copy mailing, etc., and
ensure that all materials are complete, and
that the grant makes the deadline. |
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KNOWLEDGE, SKILLS, AND ABILITIES |
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RELATED FUNCS: |
DESCRIBE KNOWLEDGE, SKILL, ABILITY: |
IMPORTANCE LVL: |
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Ability to work well with
the public, in person and on the telephone.
Excellent customer-service skills; patience,
tact and diplomacy. |
Required |
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Typing and word processing
skills. Ability to accurately proofread own
work & that of others, |
Required |
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Writing and editing skills;
the ability to compose correspondence for
self & others, and edit other's work for
grammar, punctuation, and style. |
Required |
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Administrative skills;
scheduling, alpha & numeric filing, typing,
supplies inventory and ordering etc. Ability
to take meeting notes accurately, and
transform them into readable copy. |
Required |
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Organizational skills and
attention to detail. Accuracy with data
entry. |
Required |
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Ability to work with
constant interruptions, and adapt to
changing priorities. |
Required |
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Ability to prioritize
independently, and demonstrated problem
solving skills. |
Required |
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Ability to handle
confidential or sensitive materials in a
professional manner. |
Required |
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Knowledge of UC policies and
procedures with regard to mail,
telecommunications, forms preparation and
usage etc, |
Preferred |
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Knowledge of features of UC
phone systems and voice mail. |
Preferred |
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Demonstrated ability to
troubleshoot office machinery |
Preferred |
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Knowledge of Macintosh
software including relational databases,
spreadsheets, and word processors. Ability
to create flyers, badges, and invitations
using PageMaker or similar software. |
Required |
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Knowledge of UCSD, SIO and
the San Diego area, and other public
aquariums and museums. |
Preferred |
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